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Council MIN 01-25-2003 Retreat CITY OF FEDERAL WAY CITY COUNCIL RETREAT - DUMAS BAY CENTRE SATURDAY, JANUARY 25,2003 FINAL DRAFT MEETING SUMMARY Welcome, Retreat Objectives and Sharing Perspectives on 2002 and 2003 Mayor Burbidge opened the meeting at 8:30 a.m. and welcomed attendees. Bonnie Berk then provided an overview of the day's agenda. To set the context for the day's discussions, Councilmembers were asked to share their perspectives on the key highlights of 2002 and key challenges looking ahead to 2003. Key highlights identified were: · Christmas lights on the trees; · The City's healthy financial condition and the adopted three-year budget; · How the Council and staff have worked together as a team; · Enthusiasm about moving forward with the municipal facility and community center projects (mentioned several times); and · Looking forward to deciding and building! Key challenges identified were: · Decisions related to the capital facility projects ~ these will affect the City for the next 20-30 years (mentioned several times); · The economic outlook and the state's fiscal crisis; · Homeless, teen and drug problems in the City are a challenge; · How we communicate with the public - there is a need for clear, informative messages; · Oxford House - feel badly that we cannot do anything there; and · Where are we going with the economic development of the City? We need a plan; need to understand what we are actually accomplishing. Discussion of Comprehensive Plan Overview and Purpose Kathy McClung and Cary Roe presented an overview of the City's Comprehensive Plan, including a brief history and evolution of the current Plan, the vision and public involvement behind it, how the Plan works in decision making, and its implications for investment in the City's infrastucture. Key points made and issues discussed were: · We use the Comprehensive Plan as a framework and basis for recommendations to Council ~ staff bases a lot of their work on the Plan elements. · Its important to remember that the vision was crafted through a lot of public outreach and dialogue. · The vision is to provide a sense of place and make the community more desirable. · The City has had to overcome the perception that it didn't want development. · The City's downtown serves multiple purposes. · There is a challenge making the connection between policies and the downtown. We need to make sure that our time and energy are well spent. · An important part of the discussion will be: do we build the grid road system and when? It will be important to identify where the roads will be placed. · We haven't moved yet to answering the question of how we will partner with others. · This year LUTC and FEDRAC will be looking at the best options related to the grid roads and how they will be financed. Councilmembers were asked what questions they have regarding the Comprehensive Plan and what information they need for future discussions. Responses were: · How will plans affect existing businesses, including the Mall? · Will there be adjustments to the latecomers policy, without punishing those already involved? · How can we get developers to build improvements to City standards, thereby leveraging those investments and saving the City money? · What are the incentives that developers need? · Need to make the case that the street grid system is essential - there is a real question. · Need to recognize market forces and the impact of business cycles. · Address the image issue. · Recognize that we exist in a competitive environment and that the City needs to be competitive to obtain the best development. · Have heard positive feedback that the City is excellent to work with. · Communication is an ongoing. challenge. Municipal Facility Discussion Derek Matheson presented the group with an overview of the Municipal Facility Advisory Committee's (MFAC) report, including identification of key issues and potential timelines associated with two approaches: "the global RFP" approach for site selection and choosing among the final sites identified by the MFAC. Derek began by presenting the key findings from the Committee's report: 1. There is a need, especially for police and municipal court facilities. 2. Current City space usage is 57,000 square feet and 70,000 feet is needed today. The City will need to plan for 100,000 feet in the next 20 years. The City needs a clear plan for growth. 3. The City should focus on the least costly and efficient alternatives. 4. Regarding location, the Committee concluded that locating downtown is not worth spending the money to obtain this "premium" space. The Committee was quite concerned with the cost implications of locating downtown. 5. Regarding layout, the Committee had a slight preference for a campus-style layout. Derek noted that the Committee narrowed its preferred sites from an initial 21 to four finalists. The sites were reviewed and assessed based on criteria that included the location, size and cost of each. Council Discussion. The group then discussed the key issues and questions regarding the municipal facility selection decision. A major (and new issue) is that of potentially co-locating with the community center. In pre-retreat discussions, it emerged that all of the Council members thought investigation of co-location was worthwhile. The Council then reaffirmed its interest in exploring the co-location option, citing economies of scale and cost, as key factors. Other issues discussed included the following: · The Committee did a good job in its assignment and issued a good report. · The scope of the Committee's discussion would have been different if co-location had been City Council Retreat Summary: January 25. 2003 Page 2 an issue at the time. Potentially, different siting options would have been considered, or different conclusions reached. Some of the properties assessed may have had a different outcome because of opportunity for economies of scale from co-location. · With an RFP process - how much time would be involved, and would we be able to compare apples-to-apples? One answer: similar to single site because both options ultimately require property acquisition, design, and constuction. · We started this process in 1996 ~ we need to move forward, now is the time. · There are a lot of different criteria to consider. Cost is not the highest consideration because we are building for 20-30 years, and various options may turn out to be less expensive in the long run. · Concur with the Committee's position on the need to incorporate expansion space at the front-end of the project. · It should be one building, of 100,000 square feet. · We should have discussions with downtown property owners, to be consistent with the Comprehensive Plan. · The co-location should consider the cost of the site and the amount of traffic downtown. · We need to consider economies of scale - and try not to build redundant parking, for example. So we need to know how large a site is needed for co-location. · Access to transit is an important consideration. · Factors we should consider besides capital costs are: accessibility, customer service impacts, staff efficiency and communications, and ongoing operating costs for the building. Council Direction. After this discussion, it was agreed that Councilmembers preferred not to pursue the "global RFP" option, but rather to assess the feasibility of the semifinal list of nine sites that the Committee had reviewed, plus the option of a location within the Mall, for a total of ten sites. One potential option that was identified drew interest from several Councilmembers ~ the possibility of co-locating the Municipal Facility and community center using a combination of sites #1 and #2 from the MFAC's final list of four sites. This option would involve a combination of remaining on the current City Hall site, and acquiring adjacent properties, including the nearby Reliance property. Based on this discussion, staff was directed to: · Move forward with an assessment of the comparative features, costs and advantages of the ten sites; · Contact the Mall owners to determine their interest in working with the City for a site within the Mall area; · Determine whether a public-private partnership is an option for the new facility; and · Move forward as quickly as possible to bring the analysis back to Council. Councilmembers identified the following questions and additional information needed to make a decision: · Can the City provide efficient service with a remodel of the existing building. Refinement of the costs of retrofit/redevelopment, to include moving elevators. · Exploration of co-location with the new community center. · Exploration of public-private partnership opportunities. · Cost clarification and cost certainty associated with all alternatives. · Efficiency and economy of scale issues ~ for the Municipal Facility and in potentially co- locating with the community center. · One building versus multiple buildings ~ efficiency and economies of scale. · Look at other municipal facilities - for ideas and lessons learned. · Financing options assessment (Le. lease-purchase options). · Desire to move forward! City Council Retreat Summary: January 25, 2003 Page 3 Criteria for Site Selection. Councilmembers established the following preliminary criteria for deciding among sites: · Size of site (acreage available) · Access issues · Terrain · Traffic issues · Ability to co-locate with community center, senior center, and pool · Cost to develop site/predictability/certainty · Building design/layout/configuration to meet City needs, including customer service, organizational culture and efficiency considerations · Public-private partnership potential · Cvic presence and opportunities for public gathering spaces Community Center/Senior Center/Pool Project Jenny Schroeder presented a one-page overview of the proposed process and timeline for moving forward with the facility. She noted that funding for the facility will come from the 1 % utility tax increase approved by the Council, and that this revenue will need to fund both the facility's capital costs as well as its M&O costs. The Council endorsed staff's approach and timeline, identifying the following considerations, questions and issues for staff to address in the planning process: . Don't promise the world to the public Include the City's Commissions in the process How public-private partnerships are formed (opportunities for service club participation, for example) Will the facility fit at Celebration Park? Need to investigate Finance/business plan issues - need to fine-tune the costs - what will be the ongoing M&O costs? What kind of subsidy will be required? Timing - for advertisement and public involvement . . . . . Revised City Council Rules of Procedure Pat Richardson walked the Council through proposed changes to the Council Rules, based on new draft language provided to Councilmembers in advance of the meeting. The Council discussed and, with minor edits, approved new language in the following areas: · Council member attendance at meetings · Public hearings - appearance of fairness · Council representation · Confidentiality · Public records · Council Committee - meeting attendance · Voting on Council Vacancies Gay Council Retreat Summary.- January 25, 2003 Page 4 Other Council Rule issues raised for potential future consideration included: · If the majority of Council is ill or incapacitated - how will Council business be conducted? . Reconsideration of Sect. 22.4(5) regarding screening before interviewing Council applicants · What to do if a Council member believes he/she is in an illegal session? . What if a Council member does not want to serve on any Committee? Should that be a requirement? · Number of Council Committees and equity of Council member service on these Committees · Look at excused/unexcused absences for Council Committee work · Consideration of Council dress code Potential Annexation Area Discussion Kathy McClung made a brief presentation on the PM study currently underway: She noted that the consultants have completed a number of tasks, including a LOS analysis, Subarea plan and other tasks, and two open houses are planned to obtain input on the study. Work remaining to be completed includes a SEPA assessment, feasibility study and other tasks. Council discussion focused on the following issues related to the PM: · Will we move forward with the whole area, or a part of it? Within what time frame? How aggressive will we be? We should put the whole area up for a vote next year. · Need to know more about the costs of annexing. Question about whether we should annex in one fell swoop or through a phased-in process. · The City will incur a cost; the area will not cover its costs. Need to hear the advantages and disadvantages of this action. · We have a lot on our plate right now ~ we should table this until the fall when we have additional information. If it makes business sense, we should go for it. · We need a better understanding of the substandard infrastructure in the area. There are expectations that go along with annexation and we need to be prepared. · Finding out whether residents want to be annexed is valuable. Let's do a check to see where we are - a financial check and a survey. · We need more information ~ am eager to get the information, especially financial. Need to see a financial statement. · This is not a short-term project, more of a mid to long-term project. · Need to relate this annexation back to the overarching goals of the City. · Need to commit to doing something or let this area go. · We should also include consideration of negotiations with the County and what can be done to bring the area's infrastructure up to standard. · Need to answer the question of how much the City can absorb and when. · What is the advantage of having City standards surrounding us? · Can we obtain money from the County and the State for infrastructure improvements? City Council Retreat Summary: January 25, 2003 Page 5 Parking Lot Issues Identified The Council identified the following additional issues raised, but not addressed in the retreat, as worthy of follow-up discussion or action: · CDBG funding for large projects - how do we accomplish? . Recognition that the Christian Faith Center issues will be on the Council's agenda soon · Desire to look at other approaches to the Oxford House issue · Goals and direction in terms of economic development · Korean/Asian community ~ needs more and broader outreach · Emphasis on the Sister City program - emphasis on business outreach? · Concern with human services ~ given financial cutbacks by the State . Rise in gang activity, especially at Truman High School. Time to move this issue higher on the priority list; put resources toward this issue · Interest in assuming the City of Pacific's PAA - Council consensus to explore this issue Summary of the Day and Adjourn The retreat concluded with roundtable reflections on the day. The consensus of the group was that the retreat had been worthwhile, the staff work and preparation for the retreat was appreciated, the Council continues to work very well together, and a significant amount of work was accomplished at the retreat, including providing useful Council guidance and direction on the City's two major capital projects. The meeting adjourned at 3:25 p.m. City Council Retreat Summary: January 25, 2003 Page 6 .~ CITY OF '~ttJ; Federal Way DATE: April 25, 2003 TO: City Council FROM: David Moseley SUBJECT: Retreat Parking Lot Issues At the January retreat, Council provided a list of items as Parking Lot Issues. Staff has provided the following information related to these specific issues. Please contact me if you have further questions. 1. CDBG Fundin!! for Lar!!e Projects - How Do We Accomplish? There are possible ways to accumulate the capital dollars, but resources for ongoing operations expenses would also need to be indentified. The type of project can also make a difference in options that may be available. King County did a float loan with Kent for the Kent Station. The County had a large amount of COBG funds from projects that were not ready to move forward and needed to be obligated. COBG has a timeliness issue and a jurisdiction is not supposed to have 1.5 times their annual entitlement on hand at a certain point. The County made a three-year loan to Kent, which will be repaid tIus August. Kent staff said they would not do this again, due to problems with the County's handling of the project. BUD added requirements to the project and had audit findings against the County. Another down side is that interest must be paid on the float loan from general fund dollars. We will have greater ability once we are a direct entitlement city. For example, we would be eligible for a Section 108 loan guarantee. It involves borrowing five years of entitlement funds. A project could be funded in multiple years for different phases. For exmnple, purchase property one year, phased construction in the second, third year, etc. This can also reduce the federal requirements. 2. Reco!!nition That the Christian Faith Center Issues Will Be On the Council's Al!enda Soon There are still a number of issues the staff and applicant will have to resolve before the Council will be required to make a decision on the rezone. The biggest issue is traffic, which will be addressed by the EIS. The project is basically on track, with a few minor time adjustments for some tweaking we have had to make to the scope of the work. We anticipate a Draft this spring and a Final in summer. The staff will be taking a code amendment proposal to the Planning Commission and City Council starting in March, which will affect the CFC project as well as a number of other church projects. The amendment will address design issues and clarify the definition of height. Also, the application will require a Hearing Examiner recommendation on the intrusion to wetland buffers. This will occur after the EIS is completed, but before the Council decides on the rezone. We are also planning to brief the LUTC on traffic issues when that part of the EIS is completed. We anticipate the issue will come to the Council this sununer for a decision on the zoning and developer's agreement. 3. Desire To Look At Other Approaches to the Oxford House Issue The City has limited options without the voluntary cooperation of King County. The Federal Fair Housing Amendments Act of 1988 (the "Act") and the CDBG funds used for the Oxford House hamstring the City's ability to take any independent action. Under the Act, the residents of Oxford House are considered "handicapped" and are, therefore, a protected class. The Act makes it unlawful to "discriminate in the sale or rental, or to otherwise make unavailable or deny, a dwelling to any buyer or renter because of a handicap of that buyer or renter or a person residing in or intending to reside in that dwelling." 42 U.S.C.S3604(f). Although the Act docs not allow limitations in the number of residents, it does allow the City to enforce traditional building code occupancy limitations based on square footage and number of bedrooms. 42 U.S.C.S3607(b)(1). Based on the square footage and number of bedrooms in the Twin Lakes Oxford House, at eight residents, Oxford House is in compliance with the building code. Additionally, in regards to the CDBG funds, the contract between King County and Compass Center for use of the CDBG funds requires that Compass Center, the owner, maintain the use of the house for 50 years. The City is not a party to the agreement and has no enforcement authority with respect to the agreement. If other legal options are available that involve the City's participation, King County, Compass Center, or Oxford House would need to voluntarily agree. 4. Goals and Direction in Terms of Economic Development Patrick Doherty has distributed his work program for 2003 to both FEDRAC and the EDC. This will be on the agenda for the next EDC meeting. A draft is attached. 5. Korean/Asian Community ~ Needs More and Broader Outreach The city's Korean liaison works directly with a number of groups to facilitate communication with the City. Currently, she works with the Korean Senior Club, the Korean Parents Association, and coordinates the quarterly Korean Leaders conununity meeting, attended by the City Manager and appropriate staff. Kim Hensley also responds to the city's Korean phone line and addresses a very broad variety of issues, from how to apply for a cable TV senior discount to assisting citizens and police on domestic abuse Issues. Recently, Kim Hensley and the Human Services staff have been working with the Korean Women's Association to address domestic violence issues. Handouts have been developed and now are available in a variety of languages, including Korean. Kim has also met with the Multi-Service Center staff, at their request, on how best to serve the Korean community. Since joining the Community Development Services Department, Kim has also been successful at recruiting Korean citizen volunteers for a number of City projects and is working with the Parks Department to start a Korean dance class. 6. Emphasis on the Sister City Pro!!ram - Emphasis on Business Outreach? The Federal Way Sister City Association is a non-profit corporation that is separate from the City, but receives some in-kind support from City staff. The Association has five goals, one of which is business involvement. Due to the relatively few Federal Way businesses involved in international trade, the Association tends to place greater emphasis on its other goals of membership, cultural programs, travel, and hosting. The Association does maintain official contact with the Federal Way Chamber of Commerce and the Hachinohe and Donghae Chambers of Commerce, pursuing business exchange opportunities as they arise. Under the leadership of new President J eri Eubanks, the Association is renewing its efforts to grow its membership base and increase its ties with the Federal Way business community. 7. Concern with Human Services ~ Given Financial Cutbacks by the State The cuts in State and County funding for human services is a concern to agencies and County cities. Lydia Assefa-Dawson serves with a number of regional groups addressing this issue in a variety of ways. Agencies and city efficiencies arc being addressed to make sure that dollars available are spent effectively. The City of Federal Way has been fortunate to be able to add one-time funding every year for the past several years to the base budget amount of $400,000. Additionally, Human Services staff implemented a City of Federal Way Human Services Fund several years ago so that city employees have an alternate to United Way and can guarantee that funds go to benefit the local community. This. fund has increased marginally every year. Another staff-initiated idea (from the Legal Department) is to apply court fines to the Hunan Services fund. This has generated an additional $50,000 per year. 8. Rise in Gan!! Activity. Especially at Truman Hi2:h School. Time to Move This Issue Hi2:her on the Priority List; Put Resources Toward this Issue There has been a perceived increase in gang activity that is being monitored closely by the Public Safety Department. On January 8,2003, a physical confrontation between two rival factions occurred at Truman High School involving eight subjects (5 students and 3 non-students). The subjects involved claimed affiliation with the "Blood" and "Crip" gangs. All subjects were arrested and charged with Disturbing School Activity. The investigation revealed the group claiming affiliation with the "Crips" (3 non-students and 2 students) began antagonizing the "Blood" faction and came onto the school campus, resulting in a confrontation and the subsequent fight in the school office and parking lot. As a result of this incident, several actions were taken to address the problem: . Prosecution of individuals involved (referral to City and Juvenile Prosecutor's Office) . Permanent expulsion of primary aggressors from the Federal Way School District . Working closely with the school staff to review dress code, restricting student access off campus (i.e., smoking/loitering off campus during school day) . SRO OHicer to remain on campus during school hours (disturbance occurred 30 minutes after the officer left) We believe that this is an isolated gang-related fight, and incidents such as this are rare in Federal Way, especially on school grounds. This is the first documented incident involving gangs at Tnllnan High School. The gangs involved in the fight at Truman do not have a strong identifiable leader, but a loosely knit one. In recent months, there has been resurgence of gang activity, particularly in Oakland, California and potentially in Tacoma, Washington, which has the ability to impact our community. There are gang members living in our community; however, there is no strong allegiance to collectively engage in violence or other criminal activity. In addition, our agency has detectives who regularly communicate and share information with other law enforcement agencies about gang activity in our region. 9. Interest in Assuminl! the City of Pacific's P AA - Council Consensus to Explore This Issue The Council has requested that staff look at the area that the City of Pacific has omitted from their P AA. The CD staff will put together some information on this issue and schedule it for a future LUTC meeting.